Job templates

A Job template is a reusable Job for work you do regularly, such as bookkeeping, payroll or tax filings.

How Job templates work

A Job template holds the checklist (subtasks), client requests, assignees and repeat rules for one kind of work. Deploying a Job template creates one Job per client, each with its own copy of the checklist and client requests. The Job’s dates come from the template’s repeat rules, so a template never stores fixed dates. Changes to a template apply only to Jobs created afterwards; Jobs already created from the template stay as they are and can be edited for each client.

Create a Job template

Open Settings > Job templates. You can add a Job template in three ways:

• Click New template to build your own from scratch.
• Click Import from library to start from a ready-made template.
• Turn a Job you have already set up into a template from the Job’s Job actions menu.

Within a Job template, you can:

• Add subtasks and client requests
• Set assignees and dependencies with Blocked by
• Add a service, estimated hours, tags and a description
• Set the Repeat rules, including dates and how each new Job is named

Job templates do not need to be final before you use them. Templates are best suited to work that repeats; for a one-off piece of work, add a Job directly instead. See Add a Job.

Import a Job template from the library

The Job template library has ready-made workflows you can add to your firm and adapt.

1. Open Settings > Job templates.
2. Click Import from library.
3. Click a template name to preview its instructions, subtasks and any client requests.
4. Click Import to add it to your firm’s Job templates.
5. Open the imported template and adapt its instructions, steps and defaults to your process.

The library includes regional workflows for the United States, Australia, Canada, New Zealand and the United Kingdom, plus general templates for other regions. Some include ready-made client questionnaires, approval requests or signature requests. UK templates cover tax, accounts, VAT, payroll, CIS, Companies House and MTD Income Tax workflows. See country-specific functionality and starter content for the regional differences. Changing your workspace’s base country does not replace existing Job templates; use Import from library to add the workflows you need.

Create a Job template from an existing Job

If you have already set up a Job the way you like, you can reuse it as a Job template.

1. Open the Job you want to turn into a template.
2. Click the three-dot Job actions menu at the top right of the Job panel.
3. Choose Create template, then confirm with Create template.

The new Job template copies the Job’s structure, including subtasks and client requests, assignees and dependencies, and its service, tags and description. Find and edit it in Settings > Job templates, then deploy it to other clients.

Tidyflow converts the Job’s current dates into repeat rules on the template, relative to each new Job’s due date. The template itself does not keep the original fixed dates. This makes it easy to turn one-off or manually created work into a recurring workflow.

Deploy a Job template to many clients

Deploy a Job template from Settings > Job templates to create one Job for each client you choose.

1. Open Settings > Job templates.
2. Click the Template actions menu (three dots) on the template’s row and choose Create jobs. The Bulk Job Creation window opens.
3. Find clients with Search clients, or filter by Client groups. When you pick more than one group, choose Any group or All groups.
4. Select the clients you want, or check Listed clients to select every client shown. To include every client that matches your search and filters, click Select all matching.
5. Click Create jobs.

Tidyflow creates the Jobs in the background, so they can take a moment to appear on the Jobs list. You can also deploy a Job template from the Clients page by selecting clients and clicking Job template; see Add a Job.

Deploy a Job template to one client

1. Open Jobs and click the + button at the top right.
2. Choose the Job template from the menu.
3. When the Job opens, click Add client and select the client.
4. Review the Job’s dates, assignees and client requests before sending any requests to the client.

Use Job templates for SOPs and procedures

Keep the reusable procedure in a Job template: explain the purpose in the description, put the work in ordered checklist steps, and include the client request items the process needs. Keep client-specific preferences and responsibilities in that client’s Notes.

When AI is enabled, you can ask Tidyflow Agent to find and explain an existing SOP, create a Job template from a procedure document, or revise a template. For example:

Read the Monthly records review SOP in our files and create a Job template from it, keeping the step order and responsibilities. Flag anything the document leaves unclear.

The agent can read Word (.docx and .doc) and plain text (.txt) files, as well as other supported documents. Review the proposed template and any gaps before using it. Asking for a template does not deploy it: tell the agent explicitly when you want Jobs created for clients. See What you can ask Tidyflow Agent for more examples.

How Job templates handle dates

A Job template does not show the start date or due date fields you see on a normal Job, because templates do not store fixed dates. Instead, Job templates use repeat rules to calculate dates each time a Job is created. This keeps recurring work consistent over time.

In the Repeat settings on a Job template, you can define:

• The due date rule
• An optional start date offset
• An optional internal due date offset

When a Job is created from the template, Tidyflow sets the start date, due date and internal due date from those repeat rules and the current date.

Example: how Job template dates are calculated

If today is the 8th of the month and a Job template is set to:

• Due on the 10th
• Start 9 days before
• Internal due date 2 days before

Then the Job is created with a due date of the 10th of the current month, and the start date and internal due date are calculated from it.

If the same template is deployed after the due date has already passed, Tidyflow creates the Job for the next applicable period instead. You do not need to update Job templates manually as time passes. See How recurring jobs work for the repeat options.